[CM] [PM] [P1] Project Management - Laying the Foundation

Laying the Foundation

The Crisis Management (CM) Planning Methodology emphasises the importance of a strong foundation. Phase 1: Project Management equips you to establish clear goals for your crisis management plan and ensure it aligns with your organization's overall objectives and risk tolerance.

This chapter defines the CM plan's scope, whether it addresses a broad range of threats or focuses on specific scenarios.

Assembling the right team is crucial.  Phase 1 emphasises building a cross-functional team with representatives from key departments like operations, IT, HR, communications, and legal. This team's diverse expertise ensures well-rounded planning and a comprehensive crisis response strategy.

Phase 1: Project Management

Building a robust crisis management plan starts with a solid foundation.

Phase 1: Project Management focuses on establishing clear objectives, assembling a capable team, and outlining a roadmap for success.

This chapter guides you through the crucial initial steps of your crisis management planning journey.

Defining Project Goals & Scope

The first step is determining the "why" behind your crisis management plan. What are your organisation's specific goals for crisis preparedness? Here are some key considerations:

• Risk Reduction. Minimise the negative impact of potential crises on your organisation's operations, reputation, and stakeholders.
• Enhanced Response. Ensure a swift and effective response to any crisis situation, minimising disruption and downtime.
• Improved Decision-Making. Equip leadership with a framework for making informed decisions during a crisis.
• Stakeholder Communication. Establish clear communication protocols to maintain transparency and trust with stakeholders during a crisis.

Defining Scope

Once goals are established, outline the scope of your crisis management plan. Will it address various potential threats or focus on specific crisis scenarios? Consider your organisation's size and complexity when determining the appropriate scope.

Aligning with Organisational Goals and Risk Tolerance

Your crisis management plan should not exist in a silo. Ensure it aligns with your organisation's overall goals and risk tolerance. Consider conducting a risk assessment to identify potential threats and prioritise them based on their likelihood and severity.

Establishing Your Project Team

A crisis management plan is only as effective as the team behind it. Assemble a cross-functional team with diverse expertise representing key departments such as:

• Operations. Provides insight into critical business functions and resource allocation during a crisis.
• IT. Ensures the security and recoverability of technology infrastructure.
• Human Resources (HR). Develops protocols for employee safety, communication, and well-being during a crisis.
• Communications. Leads crisis communication efforts, ensuring precise and consistent messaging to stakeholders.
• Legal. Guides legal considerations during a crisis response.

Team Size and Composition

The size and composition of your crisis management team will depend on the size and complexity of your organisation. However, ensuring representation from key departments is crucial for well-rounded planning and response.

Developing a Project Plan & Timeline

Next, create a detailed project plan outlining the key tasks in developing your crisis management plan. This plan should identify:

• Specific tasks. Break down the planning process into manageable tasks, such as conducting threat assessments, developing response protocols, and designing training programs.
• Milestones. Set realistic milestones for completing each task, ensuring the project stays on track.
• Timeline. Establish a timeline for completing the crisis management plan, considering resource availability and project complexity.

Project Management Tools

Utilise project management tools (software, online platforms) to track progress, manage resources, and collaborate effectively within your project team.

Identifying Resources & Budget

Developing and implementing a crisis management plan requires dedicated resources. This phase involves identifying the resources needed:

• Personnel. Determine the time commitment required from team members involved in the planning process and training initiatives.
• Technology. Consider any technology needs, such as communication platforms or crisis management software.
• Budget. Estimate the costs of developing and implementing the crisis management plan, including personnel time, technology, and potential training expenses.

Prioritising Resources

While resources are finite, prioritise them effectively to ensure the foundation for a comprehensive crisis management plan is laid.

Summing Up ...

By systematically completing the tasks outlined in Phase 1: Project Management, you will establish a strong foundation for your crisis management plan.

The following chapters will delve deeper into specific aspects of crisis preparation, equipping your organisation to navigate any challenge confidently.

Finally, this chapter provides a framework for developing a detailed project plan and timeline.  By outlining specific tasks, setting milestones, and establishing a realistic timeline, you can keep the project on track and ensure your crisis management plan is completed efficiently.  

Additionally, Phase 1 helps identify the necessary resources (personnel, technology, budget) to develop and implement your plan effectively. By prioritizing these resources, you lay the groundwork for a successful crisis management strategy that safeguards your organisation.